U. S. Coast Guard, Pay & Personnel Center (SES), Wage and Tax Statement Procedures
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Wage and Tax Statement, IRS Form W-2 Topics:
- 2009 W-2 Information to be Available via Direct Access Self-Service by 20 January
- Annual W-2 Mailing Process
- How to request a replacement or duplicate W-2
2009 Wage and Tax Statement, W-2 Information Available in Direct Access Self-Service
On 19 January 2010 we will began loading IRS Form W-2 information into Direct-Access Self-Service for Coast Guard military personnel (active duty and reserve only). The W-2 data is not an "electronic" W-2 that you can print and mail with your tax return. However, the W-2 data reflects the information on the paper W-2 that is mailed annually at the end of January. If you are an electronic filer, you can use the information on the Direct Access Self Service W-2 data page to prepare and file your 2009 return. Earnings and withholding information from our pay system is transmitted to the IRS, but we do not exchange W-2 data with any commercial software or tax preparation firms.
Here's an example of the self-service W-2 data page (click on the image to enlarge):
W-2 data will be available in Direct Access Self-Service for most active duty and reserve personnel by 20 January 2010. The W-2 data is loaded in two "batches". The first batch, scheduled for 19/20 January, will include data for the majority of our active and reserve members, possible exceptions include:
- Members whose accounts were newly established in late 2009
- Members who separated or retired in 2009
- Members who received special, "off-line", payments in December 2009.
If your W-2 data isn't available on 20 January, please check back on or after 25 January after the second batch is loaded.
Mailing of Wage and Tax Statements
Wage and Tax Statements (IRS Form W-2) are mailed no later than 31 January of each year. Lost or missing Wage and Tax Statements should be reported after 15 February. No requests will be processed before 15 February to allow for mail delivery delays.
Wage and Tax Statements are prepared after end-month cutoff in December of each year. Address changes must be entered into Direct Access prior to the cutoff for the mid-January compute cycle in order for the forms to be mailed to that address.
Requesting a duplicate Wage and Tax Statement
Active duty, reserve, separated or retired members may use our W-2 request form to request a duplicate IRS Form W-2.
Completely fill in the pertaining areas, and fax it to the U.S. Coast Guard Pay & Personnel Center (PPC) SES in Topeka at 785 339-3784.
Note: This form is for only W-2 requests. To change your address in the system, you can use Direct Access Self-Service or go through your SPO.
Units and SPOs may follow these steps to submit requests on the member's behalf:
Review the address on the December LES. If it is correct, the member’s unit submits a request to (PPC-SES) after 15 February indicating:
- Member’s name and SSN
- Address where to send W-2
- Phone number for POC
- Member's Status
- Reason for Request
If the address on the December LES is incorrect:
- Contact the old unit/residence and ask them to forward the W-2 form
- Update the mailing address using Direct Access or contact the SPO to update the current mailing address
If the member retired before the previous year, they must contact PPC (RAS) at 1-800-772-8724. Retired pay is the point of contact for these members and they may request a W-2 by phone vice e-mail, or any other form of request, so they can ensure all information they need can be obtained.
General Information regarding W-2
The Personnel and Pay Procedures Manual, (3PM) Chapter 8.B provides general information regarding the IRS Form W-2. Earned Income Credit, requesting a corrected or replacement IRS Form W-2, Combat Tax Exclusion, and requesting federal or state tax adjustments can all be found in the 3PM.